British Library Cataloguing-in-Publication Programme

London: data services

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

The British Library
96 Euston Road
For the attention of: Tony Cole
NW1 2DB London
Telephone: +44 1937546631
Fax: +44 1937546660

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)


I.2)Type of the contracting authority

Body governed by public law


I.3)Main activity

Other: Library and information services


I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no


Section II: Object of the contract


II.1.1)Title attributed to the contract by the contracting authority:

EIS7729. Catalogue in publication (CIP) data.


II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 7: Computer and related services
NUTS code UK


II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

Context: The British Library’s Cataloguing-in-Publication Programme enables the creation and supply of MARC 21 catalogue records for all forthcoming publications in the United Kingdom and Republic of Ireland with the exception of those categories listed at: The BL has successfully out sourced the record creation component of the programme to commercial suppliers for over 20 years. The CIP service provider obtains advance publication information directly from UK and Irish publishers (e.g. prelims, dust jacket, title page, publicity and other relevant material). From this information the service provider creates bibliographic records according to international cataloguing standards which are supplied to the British Library on a weekly basis. Records are then used in the British National Bibliography (BNB) and other British Library metadata services. The availability of CIP records alerts libraries and other bibliographic agencies to forthcoming publications so that the records may be incorporated into their database systems to support acquisitions, stock selection, cataloguing, current awareness and other requirements. Although CIP records for electronic publications are not required initially there will be a potential need for the service provider to supply such records within the period of the contract. The service provider will therefore be expected to show that they are capable of supplying such records if the need arises.

Service levels: the successful tenderer will be expected to contribute approximately 75 000 records a year. A single record is required for simultaneously published hardback and paperback editions. Records should normally be supplied between 12 and 18 weeks in advance of publication of the works they describe. However, in exceptional circumstances, the British Library will accept records created up to a week in advance of publication. The File Transfer Protocol (FTP) will be used as the means of supply. Files will be put on the British Library’s ftp server at regular weekly intervals according to a schedule agreed with the supplier.
Standards: following this PQQ, as part of the tender process (ITT Stage), suppliers will be asked to submit sample records created according to the following international standards for bibliographic data.
Format: all records should be supplied in the MARC21 format and structured according to the ISO2709 format for bibliographic data exchange.
Description: initially all records supplied should be catalogued according to the second level of description defined by rule 1.0D2 of the Anglo-American Cataloguing Rules Second Edition (2002 Revision, 2005 Update) applied in accordance with the most recent Library of Congress Rule Interpretations. However, potential suppliers should note that the BL intends to implement the new Resource Description & Access (RDA) cataloguing standard in early 2013 and will require records to be supplied using this standard from that point.
Subjects & name authorities: records should all be classified according to the Dewey Decimal Classification 23rd edition and contain Library of Congress Subject Headings. Name headings should conform to those used in the Name Authority Cooperative Program (NACO).
Record amendments: the only updates required are cancellations of titles and any changes either to the title proper, the projected publication date or the ISBN. Amended records should be formatted according to the MARC 21 specification and include the appropriate ‘changed record’ status code.
Contract: the contract is expected to be awarded at the end of March 2012. It will be awarded for an initial period of 2 years beginning on 1.9.2012, with the option of renewal for 3 further one-year periods, up to a maximum of 5 years. Under the terms and conditions of the contract, the electronic records supplied become the property of the British Library and may be used, without restriction or further payment, in a range of products and services. The first data import under the contract will be accepted in September 2012. The successful supplier must demonstrate an appropriate skill set, proven track record of service delivery and provide excellent value for money.


II.1.6)Common procurement vocabulary (CPV)

72300000, 92500000, 72311100, 72313000, 72316000, 72319000


II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes


II.1.9)Information about variants
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Estimated value excluding VAT:
Range: between 750 000 and 800 000 GBP


II.2.2)Information about options
II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

Duration in months: 60 (from the award of the contract)


Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

No special legal form is required but if a contract is awarded to a consortium, the Contracting Authority may require the consortium to form a legal entity before entering into the arrangement.


III.1.4)Other particular conditions
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Suppliers instructions how to express interest in this tender:
1. Register your company on the eSourcing portal (this is only required once):
— Browse to the eSourcing Portal: click the link to register,— Accept the terms and conditions and click “continue”,
— Enter your correct business and user details,
— Note the username you chose and click “Save” when complete,
— You will shortly receive an email with your unique password (please keep this secure).
2. Express an interest in the tender:
— Login to the portal with the username/password,
— Click the “PQQs / ITTs Open To All Suppliers” link (these are pre-qualification questionnaires or invitations to tender open to any registered supplier),
— Click on the relevant PQQ/ ITT to access the content,
— Click the “Express Interest” button at the top of the page,
— This will move the PQQ /ITT into your “My PQQs/ My ITTs” page (this is a secure area reserved for your projects only),
— You can now access any attachments by clicking “Buyer Attachments” in the “PQQ/ ITT Details” box.
3. Responding to the tender:
— Click “My Response” under “PQQ/ ITT Details”, you can choose to “Create Response” or to “Decline to Respond” (please give a reason if declining),
— You can now use the “Messages” function to communicate with the buyer and seek any clarification,
— Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT,
— There may be a mixture of online & offline actions for you to perform (there is detailed online help available). You must then submit your reply using the “Submit Response” button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.


III.2.2)Economic and financial ability
III.2.3)Technical capacity
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure



IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 7


IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document


IV.2.2)Information about electronic auction

An electronic auction will be used: no


IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:



IV.3.2)Previous publication(s) concerning the same contract



IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

IV.3.4)Time limit for receipt of tenders or requests to participate



IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates



IV.3.6)Language(s) in which tenders or requests to participate may be drawn up



IV.3.7)Minimum time frame during which the tenderer must maintain the tender

in days: 90 (from the date stated for receipt of tender)


IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no


VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no


VI.3)Additional information

The Contracting Authority intends to use an eTendering system in this procurement exercise. Potential providers should note that, in accordance with the UK Government’s policies on transparency, the Contracting Authority intends to publish the invitation to tender and the text of the government office supplies contract awarded, subject to possible redactions at the discretion of the Contracting Authority. The Contracting Authority expressly reserves the right:
(i) not to award any contract as a result of the procurement process commenced by publication of this notice; and
(ii) to make whatever changes it may see fit to the content and structure of the tendering competition; and in no circumstances will the Contracting Authority be liable for any costs incurred by the potential providers. Any expenditure, work or effort undertaken prior to contract award is accordingly a matter solely for the commercial judgement of potential providers. The Contracting Authority will consider variant bids (if accompanied by a compliant bid) within the parameters outlined within the invitation to tender.


VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to potential providers. Those potential providers who are unsuccessful shall be informed by the Contracting Authority as soon as possible after the decision has been made as to the reasons why the potential provider was unsuccessful. If an appeal regarding the award of the contract has not been successfully resolved, The Public Contracts Regulations 2006 (SI 2006 No. 5) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take legal action. Any such action must be brought within the applicable limitation period. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the Contracting Authority to amend any document and may award damages. If the contrac thas been entered into the court may, depending on the circumstances, award damages, make a declaration of ineffectiveness, order the Contracting Authority to pay a fine, and/or order that the duration of the contract be shortened. The purpose of the standstill period referred to above is to allow the parties to apply to the courts to set aside the award decision before the contract is entered into.


VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:21.10.2011